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Commissioners approve using $60,827 returned to county to begin attic records imaging; vendor quote about $59,107
Summary
The Fulton County commissioners approved using $60,827 that the county received from ISETS to begin digitizing archived records in the county attic. The initial vendor quote is $59,107.25 to image priority order books; the project will be phased over multiple years with additional clerk perpetuation funds earmarked for the effort.
Fulton County commissioners voted on July 15 to allow the county clerk to begin imaging old records stored in the courthouse attic using $60,827 that the county said it received from ISETS. The clerk said the initial vendor quote to start imaging priority order books is $59,107.25 and that imaging will be phased over multiple years.
The clerk told the board that order books are a priority because, in the event of water damage or fire, many cases can be reconstructed from those volumes. The initial $59,107.25 quote is from SBS (vendor name provided in the clerk packet), and the clerk proposed combining the ISETS funds with roughly $32,000 from the clerk perpetuation fund this year and budgeting $48,000 from the same perpetuation fund in the next year to continue the work.
Commissioners approved the request and the phased spending plan; the motion passed unanimously. The clerk said once documents are imaged, the vendor will destroy the paper copies per the agreed destruction procedures, which will free storage space in the attic.
The clerk also asked commissioners to inspect the attic storage with maintenance staff; commissioners who had visited described crowded conditions and reiterated the need to reduce on-site paper storage for records that must be retained permanently.
